CRM: Paid Portal Access

What is Paid Portal Access?

Your organization may need Contacts to complete payment before granting them Portal entry. This capability lets you require either a One-Time Payment and/or a Subscription Payment as a prerequisite for Portal access.

To enable this feature, you must first configure a Payment Gateway to process transactions from your Contacts.

Learn more about Payment Gateways

How do I set up Paid Portal Access?

1. Go to Forms and select +Create Form.

Learn about CRM Kickoff Forms

2. When prompted, choose Kickoff Form.

3. Set the Role to Client — this is required to enable Paid Portal Access.

4. After selecting Client, the Paid Portal Access section appears below.

5. Enter an Title for the Invoice that will be auto-generated when the Contact completes the Kickoff Form. You may use Dynamic Placeholders for custom messaging.

Learn more about Dynamic Placeholders

6. Select your Payment Gateway and Currency.

7. Decide whether to require a One-Time Payment, a Subscription Payment, or both.

Tip: Create multiple Kickoff Forms with different Paid Portal Access configurations to charge varying amounts based on access type.

Setting up One-Time Payment Access

1. Enter a Title for the line item on the Invoice and specify the amount.

Learn more about Invoices

2. Optionally, pair the one-time charge with a recurring Subscription Payment by selecting one from the dropdown. The initial Invoice will show both charges; future invoices will show only the subscription amount.

Setting up a Subscription Payment (Automatic Recurring Payments)

1. Before configuring subscription-based access, ensure you have a Subscription Plan set up.

Learn more about Subscription Plans

2. Select your plan from the dropdown menu.

3. To automatically send Portal invitations immediately after signup, enable Send Portal Access Invitation Immediately under Portal Invitation & Communication. Otherwise, you’ll send invitations manually later.

4. Once your Kickoff Form is ready, embed it on your website or share the link with potential Contacts.

If using Stripe ACH as your Payment Gateway, configure when portal access is granted:

1. Go to Office > Settings and click the Paid Portal Access tab.

2. Specify whether Clients gain immediate Portal access upon ACH payment or must wait for payment to clear.

If access requires confirmed payment and the charge fails, the Client remains locked out until the issue is resolved.

What will the Client see?

1. They complete and submit the form.

2. They receive a Portal invitation email (sent automatically or by you) with a registration link.

3. They land on the Registration screen to create their password.

4. Immediately after registration, they see the Pay Invoice view showing the generated Invoice.

Clients cannot access the platform until the Invoice is paid. Any assigned On-Boarding FLOW will not start until payment is complete.

Learn more about Onboarding FLOWs

Once payment is processed, the Client gains Portal access. If paying via ACH, access may be delayed pending payment confirmation, based on your settings.

How can a Contact re-subscribe if their payment fails?

When a Subscription Plan is tied to Paid Portal Access, a failed payment will restrict the Contact’s portal access.

They can regain entry using the Re-Subscribe feature:

1. From the login page, click “Having Trouble?”
2. Enter their email address
3. If they have an Inactive Subscription linked to Paid Portal Access, a Re-Subscribe option appears
4. They enter fresh payment details; if charged successfully, the subscription reactivates and portal access is restored

How do I allow access to the Portal without them having to pay?

If you need to grant a Client portal entry without payment:

1. Go to CRM > Contacts
2. Click the Options menu (3 dots) next to the Client
3. Select Cancel Required Payment

The Invoice will be marked Void and the Client gains Portal access immediately.